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Robert Half Logo Robert Half · Office Administration

Administrative Assistant

United States, Saint Paul · Job Posted June 28, 2026
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Job Description

We are looking for an Administrative Assistant to support meeting planning, visitor coordination, and day-to-day office operations in Saint Paul, Minnesota. This Long-term Contract position is ideal for someone who excels at organizing details, communicating clearly, and creating a smooth experience for employees, executives, and guests. The role includes coordinating events, managing travel-related reporting, and helping maintain an efficient and well-organized workplace environment.

Job Responsibility

  • Organize the logistics for leadership, board, and companywide meetings by arranging meeting space, coordinating technology needs, and securing food service when required
  • Support large internal events by managing attendee registration, distributing event communications, preparing agendas, and keeping participant information accurate and up to date
  • Build and oversee event registration materials and tracking tools, including forms, schedules, communications, and attendance records
  • Prepare reports and dashboard updates to monitor participation, provide event status visibility, and assist attendees throughout the full meeting lifecycle
  • Coordinate event-related details such as hotel room lists, vendor communication, attendee tracking, on-site execution, and follow-up activities after events conclude
  • Welcome scheduled visitors and help deliver a well-organized onsite experience by coordinating access, preparing meeting areas, arranging signage, and managing catering details
  • Maintain visitor logs, assist with sign-in procedures, and issue access credentials in alignment with compliance and audit expectations
  • Answer and direct incoming calls, receive deliveries connected to meetings and events, and contribute to daily office coordination to keep operations running smoothly
  • Process monthly direct travel reporting for external clients and partner organizations, and provide backup support for mail room activities when needed
  • Create and publish internal Administrative Services updates on the intranet to share timely and clear workplace communications.

Requirements

  • Experience providing administrative support in an office setting
  • Demonstrated ability to coordinate meetings, events, or visitor activities with strong attention to detail
  • Skill in handling inbound calls and directing inquiries in a courteous and efficient manner
  • Proficiency with data entry, record maintenance, and administrative documentation
  • Strong organizational skills with the ability to manage multiple priorities and deadlines
  • Ability to support reception-style duties and maintain a service-oriented presence
  • Experience assisting with office operations such as filing, delivery coordination, or workplace support tasks
  • Effective written and verbal communication skills for interacting with employees, guests, and external partners.

What we offer

  • medical
  • vision
  • dental
  • life and disability insurance
  • 401(k) plan
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